Source document: https://docs-lawep.s3.us-east-2.amazonaws.com/1698941391774.pdf (Uganda)
PARLIAMENTARY COMMISSION HUMAN RESOURCE POLICY MANUAL DATE OF ISSUE: FEBRUARY 2019 2019 Edition TABLE OF CONTENTS TABLE OF CONTENTS.……………………………………………………………………………..……....1 INTERPRETATION…………………………………………………………………………………..……....2 FOREWORD……………………………………………………………………………………………..…...3 STATEMENT OF COMMITTMENT………………………………………………………………………...4 1.0 2.0 3.0 4.0 5.0 6.0 7.0 8.0 9.0 10 11 12 INTRODUCTION ..............................................................................................................................6 RECRUITMENT, SELECTION AND PLACEMENT POLICY........................................................9 TRAINING AND DEVELOPMENT POLICY ................................. Error!
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INTERNSHIP POLICY .................................................................... Error!

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LEAVE POLICY............................................................................... Error!

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REMUNERATION POLICY ............................................................ Error!

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PERFORMANCE MANAGEMENT POLICY ................................. Error!

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DISCIPLINE AND GRIEVANCE HANDLING POLICY .............................................................. 42 SEXUAL HARASSMENT POLICY ................................................................................................ 50 PROMOTION POLICY .................................................................................................................... 56 STAFF EXIT POLICY ...................................................................................................................... 61 MISCELLANEOUS PROVISIONS ................................................................................................. 70 APPENDICES ............................................................................................................................................... 72 LETTER OF OFFER OF APPOINTMENT ON PROBATION ..................................................................... 73 LETTER OF APPOINTMENT ON PROMOTION ........................................................................................ 74 LETTER OF APPOINTMENT OF AN OFFICER ON CONTRACT ............................................................ 75 LETTER OF APPOINTMENT ON TEMPORARY TERMS......................... Error!
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EMPLOYMENT CONTRACT ....................................................................................................................... 80 LETTER APPOINTING AN OFFICER IN AN ACTING POSITION .......................................................... 81 LETTER CONFIRMING AN OFFICER IN HIS/HER APPOINTMENT ..... Error!

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MEDICAL EXAMINATION ON FIRST APPOINTMENT FORM ............ Error!
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NEXT-OF-KIN FORM (UPDATE FORM) .................................................................................................. 87 NEW STAFF BANK DETAILS FORM ......................................................................................................... 88 OFFICIAL OATH & OATH OF SECRECY ................................................................................................. 89 STAFF DEVELOPMENT/TRAINING FORM .............................................................................................. 90 PARLIAMENTARY SERVICE BOND AGREEMENT ................................................................................ 91 ANNUAL LEAVE APPLICATION FORM ................................................................................................... 92 DEPARTMENTAL PERFORMANCE PLAN ............................................. Error!
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Bookmark not defined.5 RECOMMENDATION FOR PROMOTION FORM ..................................................................................... 96 PARLIAMENTRY SERVICE EXIT INTERVIEW FORM ........................................................................... 97 PART I – PARLIAMENTARY SERVICE EXIT FORM ............................................................................... 98 1 INTERPRETATION For purposes of this Human Resource Manual and unless the context otherwise requires, the following words, phrases or terms will have the meaning shown against them: “Close relatives” means spouse, child, parent, brother or sister.
“Commission means the Parliamentary Commission established under the Administration of Parliament Act, 1997 as a body corporate.

“Department Declaration Team” means a team within a department composed of a minimum of three Officers who review the departmental staffing needs and determine the positions to declare.

“Institute of Parliamentary Studies” means an the Parliamentary Commission responsible for facilitating capacity building of the Members and staff of Parliament as well as other stakeholders.
institute of internal “Manual” means the Human Resource Manual.

“Officer” means a Parliamentary Staff or employee.

“Service” means the Parliamentary Service composed of persons appointed by the Commission and subject to the direction and control of the Commission.

“The Clerk” means the Head of the Parliamentary Service.

“Top Management Team” means a team composed of the Clerk, Deputy Clerks and all Heads of Departments.
“Pensioner” means a person receiving pension under the Parliamentary Pensions Act, 2007.

2 FOREWORD The Parliamentary Commission recognises that the circumstances that affect the Human Resource framework are not static and have changed since the adoption of the Human Resource Policy Manual, 2000.

The changes include the laws and operational requirements in the Parliamentary Service.
It is against this background that the Parliamentary Commission sought to review and update the Human Resource Policy Manual in line with labour laws, best practices and the operational requirements in the Parliamentary Service.

The revision of this Manual is a demonstration of the Parliamentary Commission’s pursuit of best Human Resource practices in line with international labour standards.
The Human Resource Policy Manual provides the general terms and conditions of employment for the Parliamentary Service staff.

It constitutes fundamental terms and conditions of service and the basic human rights, duties and obligations of the Parliamentary Commission.

On behalf of the Parliamentary Commission, it is my honour to present the Human Resource Policy Manual, 2019 which will guide the operations of the Parliamentary Service.
I call on all stakeholders to work together in the implementation of this Manual.

Rebecca A. Kadaga, MP SPEAKER OF PARLIAMENT/ CHAIRPERSON, PARLIAMENTARY COMMISSION 3 STATEMENT OF COMMITMENT The Parliamentary Service staff play major role in the achievement of the vision and mission of Parliament.

This can therefore be achieved if the performance and the operations of the staff in the Service are managed and guided by policies.
It is gratifying to note that the Human Resource Policy Manual has been revised and updated in line with existing national legislation and international best practices.

The process that resulted in this manual was both consultative and participatory.

I am therefore confident that issues of compliance should not arise because the policies were not only guided by the consultative process but also the legal framework.
This Human Resource Policy Manual, 2019 contains eleven policies addressing: (i) Recruitment, Selection and placement (ii) Training and development (iii) Internship (iv) Leave (v) Salary Administration (vi) Performance Management (vii) Reward and Recognition (viii) Discipline and Grievance (ix) Sexual Harassment (x) Promotion (xi) Staff Exit The consolidation of these policies into a Human Resource Policy Manual provides requisite information to the staff of the Parliamentary Service to guide their day-to-day operations.
4 I would like to take this opportunity to thank the team that spearheaded the review exercise and commend them for the job well done.

The Parliamentary Commission, Top Management and the Parliamentary Service staff are committed to implementing and adhering to the policies in this Manual.
Thank you Jane L. Kibirige (Mrs) CLERK TO PARLIAMENT 5 1.0 INTRODUCTION This Human Resource Manual lays out the general terms and conditions of employment for the Parliamentary Commission staff and shall apply to all staff in the Service.

The Manual outlines policies to guide the management of all human resource matters.
1.1 The Parliamentary Commission Article 87A of the Constitution establishes the Parliamentary Commission while Section 2 (2) of the Administration of Parliament Act, 1997 provides for the composition of the Commission.

The Speaker of Parliament is the Chairperson of the Commission and the Clerk to Parliament is the Secretary.

Functions of the Commission 1) To appoint, promote and exercise disciplinary control over persons holding public office in Parliament.
2) To review the terms and conditions of service, standing orders, training and qualifications of persons holding office in Parliament.

3) To provide a Parliamentary reporting service.

4) To provide such other staff and facilities as are required to ensure the efficient functioning of the Parliament.
5) To cause to be prepared in each financial year, estimates of revenue and expenditure for the next financial year; and 6) To make recommendations to Parliament or with the approval of Parliament, determine the allowances payable and privileges available to the Speaker and Members of Parliament.

6 1.2 Vision Statement A transformed, independent and people-centred Parliament.
1.3 Mission Statement To achieve improved accountability, representation, constitutional democracy and good governance for sustainable development in Uganda.
1.4 Values The operations of the Service shall be guided by the following values: (i) Integrity (ii) Mutual respect (iii) Equity and equality (iv) Innovation (v) Professionalism (vi) Knowledge-based debates and decisions (vii) Efficiency and effectiveness (viii) Empowerment of the Citizenry 1.5 Implementation The Clerk is responsible for the overall implementation of the Manual.

A copy of the Manual shall be available in each department.
All staff are required to read and acquaint themselves with the Manual.

1.6 Amendments to the Manual The Commission may amend the Manual or any part hereof as deemed necessary, aligning it to changes in the legal framework or as a result of operational needs.

All amendments made and adopted by the Commission shall be communicated to staff.
7 2.0 RECRUITMENT, SELECTION AND PLACEMENT POLICY 2.1 Policy statement The Commission shall attract and retain a qualified, highly motivated and result- oriented workforce.

2.2 Policy objectives (i) (ii) To attract and retain a highly competent workforce.

To provide for a systematic recruitment process.

(iii) To recruit staff based on the principle of equal opportunity.

2.3 Types of appointments The Commission shall adopt two types of appointments namely; (i) Permanent and Pensionable (ii) Contract.
2.3.1 Permanent and Pensionable Permanent staff are Officers recruited into the Service not exceeding 60 years of age in an established post with full benefits.

The letter of appointment shall form a contract of employment between a permanent staff and the Commission.

2.3.2 Contract Staff on contract are Officers recruited into the Service subject to definite terms with benefits as laid out in the contract and in accordance with the provisions of this Manual.
2.3.3 Specific rules of contract employment (i) (ii) The duration of service for contract terms shall not exceed three years.

A contract may be renewed subject to satisfactory performance.

8 (iii) An officer who is retired from the Service may be reappointed on a non- renewable contract not exceeding three years.
A retired officer may be reappointed on contract terms under the following circumstances: (a) The post to be filled requires special skills (b) The only suitable candidate available is the pensioner (iv) (v) Appointments on contract terms may be made under the following conditions: (a) The Commission may appoint specific officers on contract terms.
(b) The candidates must possess qualifications in line with section 2.3.5 of this Manual and experience required for a similar position under permanent and pensionable appointment where applicable.

(c) Competitive interviews for specified positions at PC4 and above in political offices shall be conducted in line with section 2.5 of this Manual.

The Clerk shall cause the positions to be filled on contract terms.
(d) Staff appointed under section 2.3.2(iv)(c) above shall be eligible to compete for internally advertised permanent and pensionable positions at the same level.

(e) Drivers, Aides and Personal Assistants of entitled staff and Members of Parliament shall be considered for appointment on secondment.

(vi) Officers on contract terms shall be entitled to gratuity as determined by the Commission, payable at the expiry of the contract.
(vii) If an Officer on contract terms is offered a different appointment, the existing contract shall terminate on the date of new appointment.

9 2.3.4 General rules on recruitment, selection and placement (i) All recruitment carried out in the Service shall be in accordance with the principle of equal opportunities and other existing labour laws.
(ii) A person shall not be discriminated against on any of the following grounds; pregnancy, race, colour, nationality, social or ethnic origin, language, gender, marital status, disability, political or religious belief.

(iii) It shall be the responsibility of the respective Heads of Department and Departmental Declaration Teams in liaison with the Department of Human Resource to plan for new Staff.

(iv) Recruitment shall aim at filling approved established posts in the organisational structure.
(v) All recruitment shall be budgeted for by the Commission.

(vi) All appointments shall be preceded by job interviews.

(vii) A person who has been convicted of a criminal offence and has been dismissed from any public or private employment shall not be appointed to any office in the Service.

(viii) If a post falls vacant or where the substantive position holder is temporarily out of office, the Clerk shall appoint the immediate senior Officer in acting capacity.

2.3.5 Acting appointment i.


The Clerk shall, in writing assign an Officer temporarily to a post higher than his or her own substantive post for a period not exceeding six months and shall be renewable once.

ii.

On expiry of the acting appointment, an Officer holding such an appointment shall automatically revert to his or her substantive post unless the appointment is extended for another period of six months.

10 iii.

An officer appointed in acting capacity shall be paid an acting allowance iv.
Acting allowance shall be payable and it shall be the amount arrived at by subtracting the substantive current basic monthly salary from the monthly salary for the higher office.

v. The Clerk may, where a new office is created by the Commission, designate an Officer to act in the created position until such a time when the substantive recruitment takes place to fill the vacancy.
2.3.6 Recruitment procedure (i) Each department shall constitute a Departmental Declaration Team (DDT) composed of heads of divisions and or sections.

(ii) The DDT shall review the departmental staffing needs and determine the positions to declare.

(iii) The Head of Department and the DDT in liaison with the Head, Human Resource shall prepare the job and person specifications for a vacant post.
The compiled report shall be submitted to the Clerk by the Head, Department of Human Resource for onward submission to the Commission.

(iv) Following approval by the Commission, the Department of Human Resource shall proceed to advertise the vacancy.

(v) All vacancies shall first be advertised internally on the Parliament Notice Board, intranet or any other mode of communication.
11 2.3.7 Qualifications The minimum qualifications at all levels in the Service shall be as follows: 1 Salary Scale PC1SE and PC1 Minimum Qualifications Masters degree, Honours Bachelors degree and a relevant professional qualification, where applicable.

2 PC2 Post Graduate qualification, Honours Bachelors degree and relevant professional qualification where applicable.

3 4 5 6 PC3 Honours Bachelors degree and a Post Graduate qualification as an added advantage.
PC4 Honours Bachelors degree or relevant professional qualification.

PC5 PC6 Diploma in a relevant field or equivalent Advanced Level Certificate or equivalent and a relevant graded certificate from a recognised institution.

7 PC7 Advanced Level Certificate or Ordinary Level Certificate or equivalent and a relevant graded certificate from a recognised institution.

8 PC8 Ordinary Level Certificate or equivalent or a relevant graded Certificate from a recognised institution.
The above minimum qualifications notwithstanding, detailed qualifications and requisite work experience for each position shall be prescribed in the Parliamentary Schemes of Service.

12 2.4 Recruitment methods These shall include: (i) (ii) Internal sourcing External sourcing 2.4.1 Internal sourcing (i) All vacancies under the permanent and pensionable establishment shall first be advertised internally on the Parliament Notice Board, intranet or any other mode of communication.
(ii) Where the Commission fails to find a suitable candidate internally, the post shall be externally advertised in the print media.

2.4.2 External sourcing (i) External sourcing shall only be done where all internal recruitment processes have been exhausted in line with section 10.5 of this Manual.

(ii) Where the Commission advertises externally, it shall publish in the print media and the Department of Human Resource shall spearhead the selection process.
(iii) The advertisement shall indicate: (a) The job title (b) Job description (c) Person specifications - qualifications, experience and skills (d) Number of vacancies (e) Reporting lines (f) Salary scale (g) Delivery address (h) Closing date (iv) In execution of its recruitment mandate, the Commission may headhunt or engage recruitment agencies.
13 (v) The Commission shall only use the headhunting and/ or recruitment agencies after exhausting all recruitment methods specified in sections 2.4.1(i) & 2.4.2(ii).

2.5 Selection Process 2.5.1 Shortlisting i.

The Clerk shall constitute shortlisting and validation teams including the Department of Human Resource and a representative of the user department.

ii.
ii.

The shortlisting team shall be responsible for reviewing applications and shortlisting the most suitable candidates based on the parameters stated in the advertisement.

iii.

The validation committee shall be responsible for verifying the shortlisting report and submitting a validation report.

iv.

Shortlisted candidates shall be notified of the interview date not less than 14 days.
v. Names of shortlisted candidates shall be displayed on the Parliament Notice Board, website and other modes of communication.

2.5.2 Interview process (i) Internal interviews shall be oral.

The candidates shall be assessed using a specified format covering factors indicated in section 10.5.3 of this Manual.

(ii) Practical interviews maybe adopted where applicable.

(iii) Interviews may be conducted using an approved method by the Clerk.
These may include but not limited to aptitude, psychometric tests, assessment centres, technical tests and oral interviews.

14 (iv) Where the interview function is delegated to another agency, the Commission shall be represented by a technical person from the user department and the Department of Human Resource.

(v) Officers on the interview panel shall be at a higher position than the one being considered.
2.5.3 Interview panel (i) Where the Commission is interviewing, an interviewing panel shall be constituted by the Clerk, comprising a minimum of five members.

(ii) Each panel shall comprise of at least one Backbench Commissioner, who shall be the chairperson.

(iii) The Department of Human Resource and the user departments shall be represented on this panel.

(iv) The Commission shall co-opt members from relevant technical fields.
2.5.4 Interview report (i) Subject to 2.5.4(ii), upon completion of interviews, the panel shall prepare and submit a report to the Commission for approval.

(ii) Prior to submitting the report to the Commission, background checks shall be conducted by the Clerk on successful candidates to establish their conduct and ascertain the authenticity of their academic documents.
(iii) The two immediate runners-up (where applicable) for each position shall be placed on a reserve list for a period of six months from the effective date of appointment of the best candidate.

(iv) All appointments shall be effected after approval by the Commission.

(v) Unsuccessful candidates shall be informed.

15 2.6 Appointment letter (i) Appointment letters will be prepared and issued to successful candidates who have been cleared following the results of the background checks.
(ii) An appointment letter shall include the following information: (a) The Commission approval minute number (b) Post offered (c) Salary scale (d) Terms of employment (e) Duration within which to accept the appointment in writing (ii) Successful candidates shall accept the appointment in writing within 14 working days from the date of receipt of the appointment letter.
2.7 Reporting for duty (i) (i) A newly appointed Officer shall take an official Oath, Oath of Secrecy and receive all the necessary instruments.

(ii) An Officer reporting for duty on first appointment shall immediately report to the Department of Human Resource.

(ii) A new Officer shall be required to complete Personnel Record Forms, next of kin forms, bank details and duly filled medical forms from a recognised health facility by a registered medical officer.
(iii) A newly appointed Officer shall, upon reporting for duty, be issued posting instructions by their respective Head of Department.

(iv) The provision in 2.7(iii) above shall also apply to promoted staff and/or transferred Officers.

2.8 Induction (iii) An Officer appointed in the Service shall undergo induction and orientation within the first month of assuming duty.
16 (iv) The Department of Human Resource, in liaison with the respective Heads of Department, shall be responsible for drawing up a programme for inducting the new Officers.

2.8.1 Objectives of the induction (i) (ii) To introduce the new Officers to the operations of the Service To inculcate the institutional culture and values into the new Officers.

(iii) To support the newly appointed Officers to adjust to the new environment.
2.9 Probation (i) Newly appointed Officers on permanent and pensionable terms shall undergo a probation period of six months.

(ii) Performance of a new Officer on probation shall be assessed by his or her immediate supervisor and reviewed by the Head of Department.
(iii) One month before the expiry of the probation period, the Commission shall consider the suitability for confirmation of the Officer in his or her appointment or consider a further extension of the probation period for a period not exceeding three months if the Officer’s performance is unsatisfactory.
(iv) If a new Officer’s performance is considered unsatisfactory after the extension of three months, the Head of Department shall recommend to the Clerk the next course of action in line with the guideline for management of poor performance.

(v) During the probation period, either party may terminate the contract of service by giving 14 days’ notice or 14 days’ pay in lieu thereof.
(vi) An Officer whose probationary appointment is terminated shall be entitled to remuneration for time worked up to the date of termination.

17 (vii) An Officer on probation shall not be considered for promotion or assigned duties of a higher office.

2.10 Confirmation One month before the expiry of the probation period, a performance assessment shall be conducted by the supervisor, reviewed by the Head of Department and thereafter, the Officer shall be confirmed on the Commission’s approval.
18 3.0 TRAINING AND DEVELOPMENT POLICY 3.1 Policy statement The Commission shall develop capacity and enhance efficiency of staff by improving their skills, knowledge and abilities through various forms of training and development programmes.

3.2 Policy objectives (i) (ii) To provide for identification of relevant individual training needs To impart knowledge, enhance skills and abilities for improved performance.

(iii) To provide for capacity development of staff.
(iv) To provide staff with opportunities for career development.

3.3 General Guidelines (v) Short term training shall refer to a seminar, workshop, symposium, study tour, attachment for a period not exceeding three months.

(vi) Long term training opportunities shall refer to a course or programme including study tours and attachments lasting more than three months.

(vii) Long term training shall apply to Officers at the level of PC4 and above.
(viii) An Officer appointed on contract terms may undertake short term training not exceeding a period of one month.

(ix) The Commission shall sponsor long term training for a course whose content shall be relevant to the performance needs of the institution and the career progression of the Officer.

(x) Officers, with the exception of those appointed on contract terms, shall be eligible for long term training based on the following terms: (a) Must have served at least two continuous years in the Service.
(b) A skills and knowledge gap must have been identified.

19 (xi) An Officer who is nominated for a long-term training shall be granted study leave with pay by the Commission not exceeding two years.

(xii) Upon return from the training, an Officer shall submit a training report to the Clerk through his or her Head of Department within 15 working days and shall make a presentation in his or her department for purposes of knowledge sharing.
(xiii) An Officer who has undergone training leading to an award at post graduate level or examinable professional certification shall earn an increment over and above his or her normal annual increment.

(xiv) An Officer undergoing disciplinary procedures shall not be sponsored to attend a training programme.
3.4 Training Needs Assessment (TNA) (i) The TNA shall be conducted by the Heads of Department in liaison with the Department of Human Resource to determine the skills and knowledge gaps and other development needs of the staff.

(ii) The Heads of Department, in consultation with the Department of Human Resource, shall translate the training needs into training plans and budgets.

3.5 Training programmes (i) The Commission may sponsor training to enhance the competence of the workforce of the Service.
(ii) Training programmes shall be both formal and informal.

3.5.1 Formal training (i) Formal training programmes shall include internal and external courses, workshops, seminars, symposia and conferences.
(ii) Courses may also take the following forms: 20 (a) Correspondence or Long distance learning (b) Virtual or E-learning (c) Part time or ull time (d) Evening (e) Long distance learning 3.5.2 Informal training Informal training programmes include: (i) Induction training (ii) On-job training (iii) Coaching and mentoring (iv) Job enrichment and enlargement (v) Special assignments and redeployment (vi) Job rotations and swaps (vii) Attachment and secondment (viii) Peer-to-peer learning 3.6 Sponsorship for training There shall be three forms of sponsorship: (i) Commission sponsorship (ii) External sponsorship (iii) Self sponsorship 3.6.1 Commission sponsorship (i) Approval for sponsorship for a long term training programme shall be sought from the Commission through the Clerk.
(ii) The Commission may offer partial sponsorship.

(iii) Training shall be sponsored if the course will improve the Officer’s productivity and contribute to the achievement of the institution’s goals and objectives.

21 (iv) The training programme shall be offered by a reputable institution recognised by the National Council for Higher Education of Uganda.

(v) The examining authority must be a legitimate body if the training programme leads to formal qualification.
(vi) The Commission shall meet the following expenses for a training programme: (a) Tuition fees (b) Registration fees (c) Examination fees (d) Research fees (e) Accommodation, where applicable (f) Scholastic materials, including sstationery and essential books as prescribed by the training institution (g) Approved subscriptions (h) A return air ticket, where applicable (i) (j) Out-of-pocket allowance, where applicable Subsistence or day allowance, where applicable (k) Per diem, where applicable (l) Warm clothing allowance, payable once in two years where applicable (m) Any other approved expenses (i) The Commission shall reimburse training expenses as described under 3.6.1(v)(a-i) above provided the course was prior approved.
(ii) Except where it is specifically provided for, expenses borne by the Commission shall not include non-training related expenses such as personal laundry and support for dependants.

22 3.6.2 External sponsorship (i) An Officer may receive external financial support for purposes of professional development.

(ii) The Commission may provide a top-up for staff in case the financial support is not adequate.
3.6.2.1 Self sponsorship (i) Officers who enrol for self-sponsored courses shall require the approval of their Head of Department.

(ii) If the Head of Department unreasonably withholds the approval, the Officer may petition the Clerk.

3.6.3 Bonding Officers sponsored by the Commission (i) An Officer sponsored by the Commission for training exceeding nine months shall be bonded.
(ii) Where an Officer takes study leave to attend a self-sponsored long-term training programme and the Commission continues to pay his or her salary, he or she shall be bonded.

(iii) The bonding agreement shall be signed prior to the commencement of the training programme.

(iv) Officers shall be bonded to serve for a period equivalent to the duration of the course following completion of the training.
(v) Where the course is an evening or weekend programme, the period of bonding shall be half the duration of the course.

(vi) If an Officer breaches the bonding agreement, he or she will be required to refund all costs of the training and salary paid during study leave.

(vii) The amount to be refunded shall take into account the period of the bond served.
23 3.6.4 Key stakeholders 3.6.4.1 Parliamentary Service staff (i) Officers shall be responsible for identifying their training needs, which shall be reflected in their annual appraisal reports and shall form the basis for planning for training.

(ii) (iii) The Officer shall be required to avail himself or herself for training.

Upon return from a training programme, an Officer shall submit a training report to the Clerk through his or her Head of Department within 15 working days.
(iv) The Officers shall also be required to share knowledge attained with peers in form of presentations or training reports.

3.6.4.2 Head of Department (i) Each Head of Department shall, in liaison with the respective supervisor, identify training needs or skills gaps of their staff and make recommendations to the Clerk.

.

(ii) The Head of Department, in liaison with the supervisor, shall develop a training plan whose implementation shall be coordinated by the Department of Human Resource.
(iii) The training plan shall be approved by the Clerk.

(iv) The Head of Department shall include training programmes in the department budget to be approved by the Commission.

3.6.4.3 Department of Human Resource (i) The department shall conduct a Training Needs Assessment to establish the training gaps.

(ii) The department shall coordinate group staff training in liaison with the Institute of Parliamentary Studies (IPS).
24 3.6.4.4 Institute of Parliamentary Studies (IPS) (i) The IPS shall provide support in capacity building for staff in respect to the following: (a) Facilitating capacity building programmes for staff, in liaison with the Department of Human Resource.

(b) Mobilisation Resources for capacity building.

(c) Engaging and facilitating resource persons to conduct capacity building.
25 4.0 INTERNSHIP POLICY The Commission shall support an internship programme designed to provide learning and professional exposure to vocational, undergraduate and postgraduate students.

4.1 Policy objectives (i) To provide practical skills and knowledge to interns.

(ii) To provide a formal mechanism for the selection and placement of interns.

(iii) To define responsibilities of all parties involved in the internship programme.
4.2 The Clerk shall develop a policy on internship that shall guide the operation of the internship programme to achieve the objectives in 4.1 above.

26 5.0 LEAVE POLICY 5.1 Policy Statement The Commission shall ensure that Officers take leave for purposes of improving their efficiency and effectiveness.

5.2 Policy objectives (i) (ii) To regulate and provide guidelines for leave management.

To ensure work-life balance for all Officers in the Service.
5.3 Types of leave 5.3.1 Annual leave (i) Officers shall, once every calendar year, be entitled to leave with full pay in line with table 1 below: Table 1: Annual leave entitlements by scale Salary Scale Monthly entitlement Annual entitlement PC2 and above 3 days PC 7 to PC 3 PC 8 2.5 days 2 days 36 days 30 days 24 days (ii) Leave shall be enjoyed subject to the exigencies of the Service and shall include Saturdays, Sundays and public holidays.
(iii) The Clerk shall cause preparation and maintenance of an annual leave roster.

(iv) Leave shall be granted by the Clerk.

(v) An Officer shall apply for leave using the specified leave application form at least 14 working days prior to commencement of the leave.

27 (vi) Subject to the exigencies of the Service, leave may be taken in instalments during a leave year.

(vii) An Officer may be recalled from leave subject to the exigencies of the Service.
(viii) Where an O f f i c e r is recalled from leave, the remainder of the leave shall be deferred to another date during the leave year or a subsequent leave year.

(ix) Where an Officer does not take his or her annual leave in a given year, the leave entitlement may be carried forward provided that it was applied for and deferred with the consent of the Head of Department.
(x) An Officer who wishes to spend his or her leave at his or her own expense outside Uganda shall notify the Clerk prior to his or her departure.

(xi) Where an Officer has spent more than the proportionate leave for which he or she is entitled, the number of excess days taken shall be deducted from his or her annual leave for the subsequent leave year.
(xii) Where a n O f f i c e r leaves the Service when he or she has not earned enough to effect the excess leave, he or she shall be required to refund the salary drawn in respect of the excess period of leave, which period shall be treated as leave without pay.

(xiii) An Officer who joins the Service during the leave year may apply to the Clerk for leave in time for him or her to be granted all the leave for which he or she is eligible before the end of the leave year.
28 (xiv) Leave shall not be denied or deferred more than twice in a leave year.

Where it is denied or deferred, the affected Officer may petition the Department of Human Resource.

5.3.2 Compassionate leave (i) The Clerk may grant compassionate leave to an Officer who has a problem such as loss of a child, spouse, parent or for any other reason provided that such compassionate leave shall not exceed 14 working days.
(ii) Request for compassionate leave shall be made through the relevant Head of Department.

5.3.3 Sick leave (i) An Officer who is unable to perform his or her duties due to ill health may, on application, be granted sick leave by the Clerk.

(ii) The application for sick leave shall be supported by a recommendation from a registered medical officer.

(iii) Sick leave may be approved in retrospect depending on the Officer’s medical condition.
(iv) An Officer who is incapable of returning to work due to ill health at the end of his or her annual leave, shall be regarded as being on sick leave.

(v) The Clerk may grant an officer sick leave of up to three months on the recommendation of a registered medical officer and the same may be renewed if deemed necessary.
5.3.4 Maternity leave (i) A female Officer shall, as a consequence of pregnancy, have a right to a period of 60 working days leave on full pay hereafter 29 referred to as ―maternity leave‖ not later than four weeks after the child birth or a miscarriage.

(ii) Maternity leave shall be in addition to any other leave.

(iii) A female Officer, on returning to duty after maternity leave, will be given the opportunity to go home each day after six hours of duty, for a maximum of six months to nurse her baby.
(iv) No female Officer shall be transferred or dismissed on grounds of pregnancy or on any other ground relating to her being pregnant or during the period when she is on maternity leave.
5.3.5 Paternity leave A male Officer whose spouse has given birth or suffered a miscarriage shall have the right to a period of seven working days’ leave immediately hereafter referred to as ―paternity leave.‖ 5.3.6 Study leave An Officer may be granted study leave by the Commission on the recommendation of the Clerk, after two years continuous service or after any shorter continuous period, as the Commission may deem fit, for an approved academic programme or attachment to any approved institution within or outside Uganda.
5.3.7 Sabbatical leave (i) Sabbatical leave shall be granted to an Officer to work for another organisation or for the purpose of study, tour or research for a limited period.

(ii) Guidelines for sabbatical leave: (a) It shall be granted to an Officer who is confirmed in appointment and has served the Commission for a continuous period of 10 years.

30 (b) It shall be granted for a maximum of 12 months with pay in every 10 years.

(c) It shall be granted by the Clerk.


(d) There must be evidence that the leave will benefit both the Officer and the Commission; and (e) The receiving organisation shall take care of duty facilitating allowances.
5.3.8 Leave to serve under other Acts or other organisations (i) If an Officer in the Service is appointed under another Act other than this Act or where an Officer seeks to serve in another organisation, the Speaker may, on application grant the Officer leave of absence without pay for the period of absence.

(ii) The period during which an Officer is absent on leave under 5.3.8(i) above, shall be counted as part of his or her period of service.
(iii) Where an Officer is granted leave under this section, his or her other office in the Service becomes vacant on commencement of the leave and he or she is an unattached Officer for the period of leave.

(iv) At the end of the leave period, an unattached Officer, subject to retirement age or dismissal for misconduct, shall be entitled appointment to an office not lower in classification than his or her former office.
(v) Where there is no vacancy to which an Officer may be suitably appointed in accordance with 5.3.8(iv) above, the Officer shall continue as an unattached Officer until a suitable vacancy occurs.

(vi) Where a suitable vacancy occurs, an unattached Officer shall be eligible to compete for any position(s) advertised.

31 6.0 REMUNERATION POLICY 6.1 Policy Statement The Commission shall remunerate Officers through a competitive compensation package.
6.2 Policy objectives (i) (ii) To attract, motivate and retain the highest calibre of staff.

To provide for a competitive remuneration package that matches the cost of living.

(iii) To ensure equity in staff compensation.

6.3 Payment of Salary (i) The Commission shall pay salary for all Officers in the Service on a monthly basis.

(ii) Payment of salary shall be made by the 21st day of every month.

(iii) All payments shall be made by electronic transfer or any other approved mode.
(iv) All Officers shall receive a payslip, which shall, among others, reflect all statutory deductions and recoveries made within the specific month.

6.4 Consolidated Package (i) The Commission shall pay a consolidated remuneration package, which shall include but not be limited to the following allowances: (a) Tea and Lunch (b) Transport or mileage (c) Housing (d) Responsibility or duty (e) Domestic Servant (PCI salary scale and above) (f) Clothing 32 (g) Any other allowance as approved by the Commission.
(ii) The Commission shall review rates payable to staff on an annual basis.

6.5 Other allowances 6.5.1 Special duty and Duty allowance (i) An Officer of the Service is entitled to 40 per cent of their basic salary as special duty allowance.

(ii) An Officer assigned higher responsibilities than normally attached to his or her substantive post by the Clerk shall be paid duty allowance of 20 per cent of his or her basic salary during the period of that responsibility.
6.5.2 Out of station, night/subsistence allowance (i) Where an Officer is expected, by virtue of his or her work to spend the night away from his or her recognised station, he or she shall be paid subsistence allowance at the rate determined by the Commission to cater for his or her expenses.
(ii) Where an Officer is not paid subsistence allowance as provided in (i) above, he or she shall be provided with accommodation in a hotel where his or her expenses, supported by receipts shall be borne by the Commission.

6.5.3 Warm clothing allowance An Officer proceeding overseas on official assignments such as conferences, study tours, meetings, training and other assignments, shall be entitled to warm clothing allowance once in two years at the rate approved by the Commission.
6.5.4 Vehicle and mileage allowance (i) The Clerk, Deputy Clerks, Directors andAssistant Directors shall be provided with official vehicles.

33 (ii) The Clerk, deputy clerks, directors and assistant directors shall, where they use their personal vehicles for official duties, be paid mileage at the rate approved by the Commission.

(iii) All other Officers with personal transport shall be paid monthly mileage allowance at the rate approved by the Commission.
6.5.5 Education allowance Officers shall be entitled to an education allowance as shall be determined by the Commission from time to time.

6.5.6 Baggage allowance on assumption of duty, resignation or retirement (i) An Officer who assumes duty with the Commission on first appointment shall be entitled to a baggage allowance of 50 per cent of his or her basic salary for purposes of settling in.
(ii) Where an entitled Officer travels within Uganda— (a) on grounds of redundancy; or (b) on retirement or termination; or (c) on resignation, after five years continuous service, he or she shall be provided transport by the Service or cash in lieu at the rate agreed to by the Commission to his or her home town.
6.6 Long service award (i) The Commission shall operate a long service award scheme for officers who have served for at least 20 years in the public sector, 10 of which were in the Parliamentary Service on permanent and pensionable terms of employment.

(ii) The award shall fall due upon an officer clocking 20 years of service and offered once in an Officer’s life time.
34 (iii) Upon receipt of a long service award, the Officer shall be entitled to a reward amounting to 40 per cent of his or her one-year’s basic salary.
6.7 Service award for the Clerk to Parliament (i) A person who has served as Clerk to Parliament for at least three years shall, on exit - (a) be entitled to a service award in lieu of his or her service; (b) receive a certificate of service indicating- (i) the names and addresses of the Commission and the person; (ii) the nature of Commission’s business; (iii) the length of the person’s service with the Commission; and (iv) the capacity in which the person served.
(ii) The certificate referred to in paragraph (b) of sub regulation (i) shall not contain any judgment on or evaluation of the person’s work, but where it is requested by the person, the Commission may provide it in a separate document.

(iii) Upon receipt of a service award, the person shall be entitled to a reward amounting to 50% of his or her one-year’s salary.

6.8 The salary structure (i) (ii) The Commission shall maintain an appropriate pay structure.
Each salary scale shall have annual incremental segments.

6.9 Salary increment (i) An Officer shall automatically receive a salary increment payable in accordance with his or her appointment anniversary.

(ii) The salary increment shall be granted annually up to the highest segment of the Officer’s salary grade.

35 (iii) Annual salary increment shall not be more than one notch on the salary scale segment and shall not exceed the maximum salary on the salary scale attached to the post.
(iv) An Officer who has attained higher qualifications from a training lasting for a period of nine or more months or even examinable professional certifications will attract a segment increment as provided for in the training policy.

6.10 Overlaps in salary segments Where overlaps occur, the general underlying principle is to recognise long serving Officers who may not necessarily be promotable due to the structure of the organisation but can receive an increment within the salary grade.
6.11 Highest segment of a salary scale This is where an Officer has reached the highest segment of a particular salary grade.

(i) Reaching the segment bar shall not automatically lead to the next promotable scale.

Consideration shall be done in line with the promotion policy.

(ii) Where an Officer has reached the highest segment of a salary scale, the Officer shall be considered for an increment at the next pay band.
6.12 Salary on Personal-to-holder basis (i) A new Officer shall be appointed on a personal-to-holder basis only where such an Officer declared his or her current salary upon application for the position, provided the Officer is transferring service from the Public Service.

(ii) Should the Officer vacate the post and grade, it shall revert to its original state.

36 6.13 Payroll Management (i) The Clerk shall maintain a payroll which shall reflect the actual number of Officers in the service.
(ii) The responsibility to manage the payroll lies with the Department of Human Resource in liaison with the Department of Finance.

6.14 Staff Welfare Fund Scheme (i) The Parliamentary Commission shall operate a Staff Welfare Fund that shall be a contributory scheme.

(ii) The Parliamentary Commission shall capitalise the Staff Welfare Fund.

6.15 Objectives of the Staff Welfare Fund Scheme (i) (ii) To provide a savings platform for Officers.

To provide for a fund from which Officers can borrow.
6.16 Administration of the Staff Welfare Fund Scheme The Clerk shall oversee the welfare fund and shall be responsible for: (a) Establishing regulations governing the fund.

(b) Developing the operational guidelines.

(c) Updating staff on savings and interest earned at least once a year.
37 7.0 PERFORMANCE MANAGEMENT POLICY 7.1 Policy statement The Commission shall operate a Performance Management System through which staff performance shall be monitored, evaluated and rewarded for the purpose of performance improvement and achieving organisational goals and objectives.

7.2 Policy objectives (i) To guide the assessment of staff performance and provision of feedback.

(ii) To facilitate identification of areas for continuous improvement.
(iii) To provide information to guide management decisions.

(iv) To guide the reward or sanction performance.

(v) To provide mechanisms for the management of poor performance.

7.3 General rules (i) Performance management shall be a continuous process aimed at improving performance at individual, departmental and institutional levels for purposes of attaining organisational success.
(ii) An Officer on study leave, prolonged sick leave and sabbatical leave shall not be required to fill appraisal forms until his or her return.

(iii) As part of the Performance Management System, there shall be a Reward and Recognition Scheme for individuals and teams.

(iv) Officers who fail to meet their performance targets due to factors outside their control shall be supported to improve through training, mentoring, coaching and the Employee Assistance Programme.
(v) An Officer whose performance falls short of the expected standards as a result of culpable behaviour, shall be sanctioned in accordance with the provisions of the Code of Conduct and Ethics of the Service.

38 (vi) An Officer, who has served a period of six years in his or her current grade without being promoted shall be subjected to an Efficiency Audit with a view of taking action in line with the Performance Management Guidelines for poor performance.
(vii) A comment by a political head of a political office regarding performance of an Officer on contract may be appended to the appraisal report.

7.4 The Performance appraisal cycle (i) The Parliamentary Service performance period shall be every financial year beginning from July to June.

(ii) Appraisal reports shall be submitted by August of every year.
(iii) Staff performance appraisal shall be annual with a mid-term performance review with the exception of Officers on probation whose performance appraisal shall be every after five months.

(iv) For each performance period, there shall be a departmental and individual performance plan.

The performance plan shall be consented to by both the appraisee and appraiser.
7.5 Responsibility centres Responsibility for Performance Management shall be apportioned as follows: 7.5.1 Individual Officer (i) (ii) Personal preparation for the appraisal meeting.

Self-assessment prior to the formal appraisal sessions.

(iii) Full participation in the review and appraisal process.

7.5.2 Supervisors (i) Setting targets with the respective Officer.

(ii) Reviewing staff performance and providing continuous feedback.
39 (iii) Conducting appraisal review meetings with the respective Officer.

(iv) Generating appraisal reports for onward submission to the next responsible Officer.

7.5.3 Head of Department (i) Preparing a departmental Performance Management Plan (ii) Reviewing appraisal reports submitted by his or her team.

(iii) Reviewing and resolving appeals submitted to his or her office.

(iv) Submitting appraisal reports to the Department of Human Resource by 30th August.
(v) Taking responsibility for any failure or irregular completion of staff performance appraisal reports.

7.5.4 Department of Human Resource (i) Providing guidelines and documentation on the appraisal process.

(ii) Co-ordinating the process in liaison with Heads of Department and ensuring that the appraisal checklist is adhered to.

(iii) Addressing unresolved performance grievances as may be indicated in the appraisal reports.

(iv) Generating and submitting an overall performance report to the Clerk.
7.5.5 The Clerk (i) (ii) (iii) (iv) (v) Reviewing the overall institutional performance report.

Rewarding exceptional performance.

Addressing cases of poor performance.

Addressing unresolved performance related appeals.

Implementing recommended interventions, where applicable.

40 7.6 Performance Management Guidelines The Clerk shall develop Performance Management Guidelines that shall guide performance in the Service.
41 8.0 DISCIPLINE AND GRIEVANCE HANDLING POLICY 8.1 Policy statement The Commission shall maintain a disciplined workforce and ensure that Officers have knowledge of acts that may lead to disciplinary action.

8.2 Policy objectives (i) to.

(ii) To enumerate the staff code of conduct and ensure it is adhered To establish and maintain good conduct in the Service.

(iii) To provide for fair treatment of staff in the disciplinary process.

(iv) To prevent any form of retaliation against staff.
8.3 Code of conduct The Code of Conduct in schedule 2 of the Parliamentary Service (Staff) Regulations, 2018 shall apply.

8.4 Forms of disciplinary proceedings There shall be two forms of disciplinary proceedings: (i) Formal proceedings (ii) Summary proceedings.

8.5 Formal proceedings (i) Formal disciplinary proceedings shall be instituted in cases of gross misconduct.

(ii) Formal disciplinary proceedings shall be in accordance with Regulation 31 of the Parliamentary Service (Staff) Regulations, 2018.
(iii) The Commission may delegate its disciplinary function for positions at PC5 and below to the Top Management Team, which shall report to the Commission.
42 8.5.1 Acts constituting gross misconduct An act involving any of the following shall be an act of gross misconduct— (i) failure to meet performance deadlines without reasonable cause (ii) dishonesty (iii) gross negligence (iv) conviction for an offence and sentenced to a term of more than six months with no option of a fine assault sexual harassment (v) acts that bring the service into disrepute (vi) malicious damage to property (vii) (viii) (ix) falsification of records or documents (x) forgery and utterance of false documents (xi) breach of the oath of secrecy; and (xii) (xiii) fraud repetition of a minor misconduct for which an Officer has been found guilty on more than three previous occasions within a year; 8.5.2 Penalties for gross misconduct The following penalties shall be imposed on an Officer found guilty of gross misconduct: (i) Demotion (ii) (iii) Termination of appointment Dismissal 8.5.3 Disciplinary hearing (i) An Officer accused of gross misconduct shall be accorded a formal disciplinary hearing by a duly constituted Disciplinary Committee.
(ii) The accused Officer shall be summoned by the Chairperson of the Disciplinary Committee in writing three weeks before the hearing so that he or she prepares their defence.

(iii) The summons shall indicate the time, place and date of the hearing.

43 (iv) The Officer shall have the right to defend him or herself and may be accompanied by a representative of his or her choice for the disciplinary hearing.
(v) The accused Officer in the company of his or her representative shall be given an opportunity to: (a) Make presentations in his or her defence (b) Submit relevant documentation (c) Cross examine witnesses (d) Present witnesses on his or her behalf (e) Request and be availed relevant official documents (vi) If the accused Officer fails to respond to the summons and the committee is satisfied with evidence that he or she was duly served, the disciplinary hearing will proceed in his or her absence.
(vii) In the absence of the accused Officer, the committee shall not accept any presentations made by the Officer’s representative except where such presentations are to explain the Officer’s absence.

(viii) If the Officer is absent for a reasonable cause, the hearing shall be adjourned to the next convenient date.

(ix) If misconduct is determined but does not amount to gross misconduct, the Officer may be issued with an appropriate disciplinary action for minor misconduct.
(x) The Disciplinary Committee shall ensure that during a disciplinary hearing, all matters are treated with utmost confidentiality and in compliance with the rules of natural justice.

8.5.4 Presentation of Report (i) A full record of proceedings of the disciplinary hearing shall be in writing and duly signed.

44 (ii) The Disciplinary Committee shall present a report of its findings and recommendations to the Commission within 15 working days upon completion of the disciplinary hearing.
(iii) Upon receipt of the report, the Commission shall, within one month, consider the findings and decide what penalty, if any, should be imposed on the accused Officer.

(iv) The Commission shall, within 15 working days, cause the accused Officer to be informed in writing the charges and the penalty, if any.

(v) Where the decision is dismissal from the Service, the Officer shall forfeit all benefits with the exception of: (a) Salary and allowances up to the end of the period worked.
(b) Pension and any other contributory retirement funds.

8.5.5 Composition of the Disciplinary Committee (i) The Committee shall comprise of, at the minimum, a representative from the departments of Human Resource, Legal and Legislative Services and the accused Officer’s department.

(ii) The Committee shall be constituted from time to time, depending on the nature of the misconduct.

(iii) The Disciplinary Committee shall report directly to the Commission.
(iv) Officers on the Disciplinary Committee shall be of a higher position than the accused officer.

8.5.6 Functions of the disciplinary committee (i) (ii) To obtain all the facts relating to the case.

To interrogate the complaint.

(iii) To interface with all parties involved in the case.

(iv) To determine whether there is sufficient ground for the accusations.

(v) To submit a report with recommendations based on the evidence.
45 8.6 Summary proceedings (i) Summary disciplinary proceedings shall be instituted in cases of minor misconduct.

(ii) Summary proceedings shall be in accordance with Regulation 32 of the Parliamentary Service (Staff) Regulations, 2018.

(iii) The Commission may delegate the function of handling summary proceedings to the Top Management Team, which shall report to the Commission.

8.6.1 Acts constituting minor misconduct.


Any act amounting to any of the following shall constitute minor misconduct— (i) Failure or refusal to perform lawful duty (ii) Disobedience (iii) Falsehood (iv) Drunkenness on duty (v) Insubordination (vi) Perjury (vii) Financial embarrassment (viii) Unauthorised use and possession of government property (ix) Intimidation (x) Use of abusive language (xi) Drug abuse (xii) Perpetual lateness (xiii) Negligence; and (xiv) Absence from duty without permission.
8.6.2 Penalties for minor misconduct The flow of progressive disciplinary action shall be as follows: (i) Verbal warning.

(ii) Written warning or reprimand (iii) Stoppage of increment 46 (iv) Suspension from duty with half pay (v) Making good of the loss.

8.6.3 Review (i) An Officer may seek review if he or she feels aggrieved by the disciplinary decision taken or under the following circumstances: a) Where there is a mistake or manifest mistake or error apparent on the face of the record.
b) Where there is discovery of new and important evidence, which after exercise of due diligence was not within the applicant’s or committee’s knowledge or could not be produced by him or her at the time when the decision was made; and c) Where any other sufficient reason exists.

(ii) All requests for review shall be in writing to the Commission through the Clerk and issued within 15 working days of receipt of communication of the final decision.
(iii) Where an Officer requests for a review, the implementation of the decision shall be stayed until the review is disposed of.

8.6.4 Appeal process Where an Officer is found guilty of an offence, he or she shall have a right to appeal to the Courts of Law within 15 working days.

8.6.5 Record of disciplinary proceedings (i) The Department of Human Resource shall be the custodian for all records of formal and summary disciplinary proceedings.
(ii) A record of any disciplinary action taken shall be kept on the Officer’s confidential personal file.

47 8.7 Interdiction or suspension (i) The Commission may interdict an Officer upon receipt of reports of gross misconduct regardless of whether the case has been forwarded to the Courts of Law.
(ii) In any case, where, subject to the provisions in this part, the Commission considers that the interest of the Service requires that the Officer should immediately cease to perform his or her duties, the Commission may, upon giving him or her a fair hearing, either interdict or suspend the Officer from duty if proceedings for a suspected gross misconduct are being taken or if criminal proceedings are being instituted against him or her.
(iii) Where, in the opinion of the Clerk a period of 48 hours shall elapse before the decision of the Commission is received, the Clerk may, upon giving the Officer a fair hearing, order suspension with or without loss of pay pending interdiction and immediately report the facts to the Commission stating reasons for the action taken, and the Commission may ratify the order or cancel the order of the Clerk.

8.8 Criminal prosecution (i) Criminal summons to Officers shall be served through the Clerk.
(ii) The Clerk shall inform the Commission where an Officer has a case to answer in the Courts of Law.

(iii) Where criminal proceedings are instituted, disciplinary action shall be suspended except that the Commission may, in compliance with the rules of natural justice, interdict the Officer concerned.

(iv) An Officer on interdiction shall be subjected to half pay until his or her case is heard and decided upon by the Courts of Law.
(v) An Officer on interdiction shall not be permitted to carry out official duty.

48 (vi) The Commission shall inform the Officer in writing in respect to his or her interdiction.

8.9 Grievance handling procedure The grievance handling procedure shall be in accordance with Regulation 35 of the Parliamentary Service (Staff) Regulations, 2019.

8.10 Confidentiality Disciplinary proceedings and grievance handling shall be highly confidential.
8.11 Anti-retaliation The Commission shall not tolerate any form of retaliation against all parties involved in the disciplinary or grievance handling procedure.

49 9.0 SEXUAL HARASSMENT POLICY 9.1 Policy statement The Commission is committed to providing a safe environment for all its employees free from discrimination on any ground and from harassment at work including sexual harassment.
The Commission will operate a zero tolerance policy for any form of sexual harassment in the workplace, treat all incidents seriously and promptly investigate all allegations of sexual harassment.

An Officer found to have sexually harassed another will face disciplinary action, up to and including dismissal from employment.

All complaints of sexual harassment will be taken seriously and treated with respect and in confidence.

No one will be victimised for making such a complaint.
9.2 Policy objectives (i) To provide for protection to all persons against sexual harassment within the Service.

(ii) To provide for a mechanism of addressing complaints of sexual harassment.

(iii) To promote a work environment in which persons of both gender complement each other for maximum productivity whilst maintaining personal dignity.

9.3 Definition of sexual harassment Sexual harassment is unwelcome conduct of a sexual nature, which makes a person feel offended, humiliated and/or intimidated.
It includes situations where a person is asked to engage in sexual activity as a condition of that person’s employment, as well as situations, which create an environment, which is hostile, intimidating or humiliating for the recipient.

50 Sexual harassment may involve incidents and actions, which may be physical, verbal or non-verbal.
Examples of conduct or behaviour, which constitute sexual harassment include, but are not limited to: (i) Physical conduct (a) Unwelcome physical contact including patting, pinching, stroking, kissing, hugging, fondling, or inappropriate touching.

(b) Physical violence, including sexual assault.

(c) The use of job-related threats or rewards to solicit sexual favours.

(ii) Verbal conduct (a) Inappropriate comments on a worker’s appearance, age, etc.

(b) Sexual comments, stories and jokes.


(c) Sexual advances.

(d) Repeated and unsoliited social invitations for dates or physical intimacy.

(e) Insults based on the sex of the worker.

(f) Sending sexually explicit messages (by phone or by email).

(iii) Non-verbal conduct (a) Display of sexually explicit or suggestive material.
(b) Sexually suggestive gestures 9.4 General rules on sexual harassment (i) Any Officer may be a victim of sexual harassment, regardless of their gender and the gender of the harasser as long as the sexual conduct is unwanted and unwelcome by the person against whom the conduct is directed.

(ii) An Officer shall not subject others or be subjected to conduct of a sexual nature affecting his or her dignity, which is unwelcome, unreasonable and offensive to the recipient.
51 (iii) Sexual harassment is strongly prohibited whether it takes place within the precincts of Parliament or outside (including at social events, business trips, training sessions or conferences).

(iv) Anyone, including Officers in the Service, clients, customers, casual workers, contractors or visitors who sexually harass another will be reprimanded in accordance with this Manual.
(v) Throughout the complaints procedure, a victim is entitled to be helped by a counsellor under the Employee Assistance Programme.

9.5 Complaint procedure (i) An Officer who is subjected to sexual harassment may inform the alleged harasser that the conduct is unwanted and unwelcome.

(ii) Where the victim cannot directly inform the alleged harasser that their conduct is unwelcome, the victim can approach their immediate supervisor to inform the alleged harasser to refrain from such conduct.
(iii) Where the alleged harasser is the victim’s immediate supervisor, he or she can inform the alleged harasser’s supervisor.
(iv) Upon receipt of the complaint of sexual harassment, the supervisor will: (a) Immediately record the dates, time and facts of the incident(s); (b) Ascertain the views of the victim as to what outcome he or she wants; (c) Ensure that the victim understands the institution’s procedures for dealing with the complaint; (d) Ensure that the victim knows that they can also lodge the complaint outside of the institution through the relevant legal framework; (e) (f) Discuss and agree on the next steps: either informal or formal complaint, on the understanding that choosing to resolve the 52 matter informally does not preclude the victim from pursuing a formal complaint if he or she is not satisfied with the outcome; (g) Keep a confidential record of all discussions; (h) Respect the choice of the victim; (i) Ensure that the victim knows that they can also lodge the complaint outside of the institution through the relevant legal framework; (j) Meet with the alleged harasser and inform him or her that his or her conduct towards the victim is unwanted and unwelcome and failure to refrain could lead to lodging a complaint through formal or informal mechanisms.
9.5.1 Informal complaints mechanism Where the victim wishes to seek an informal resolution for the matter, he or she shall inform the Head of the Department of Human Resource who shall: (i) Give an opportunity to the alleged harasser to respond to the complaint; (ii) Ensure that the alleged harasser understands the complaints mechanism; (iii) Facilitate discussion between both parties to achieve an informal resolution, which is acceptable to the complainant; (iv) Ensure that a confidential record is kept; (v) Ensure that the above is done expeditiously within five days of receipt of the complaint.
(vi) Follow up after the outcome of the complaints mechanism to ensure that the behaviour has stopped; 53 9.5.2 Formal complaints mechanism (i) Where the informal complaint mechanism has not led to a satisfactory outcome for the victim, the Head, Department of Human Resource shall refer the matter to the Clerk.

(ii) The Clerk shall cause an investigation in line with Regulation 31 of the Parliamentary Service (Staff) Regulations, 2018.
(iii) Where the alleged harasser is a Member of Parliament, the matter shall be reported to the Speaker of Parliament.

(iv) Upon receipt of a sexual harassment complaint, the allegations shall be investigated in a fair and expeditious manner.

9.5.3 External redress An Officer who has been subject to sexual harassment has the right to make a complaint outside of the Commission under the applicable law.
9.6 Sanctions against sexual harassment (i) Commission of any act of sexual harassment shall result in disciplinary action in line with Regulation 24(2) of the Parliamentary Service (Staff) Regulations, 2018.

(ii) An Officer who falsely accuses another commits an offence and is liable to disciplinary action.

9.7 Confidentiality Confidentiality shall be maintained throughout the investigation process and the Commission shall protect the privacy of individuals involved.
9.8 Protection against retaliation 54 (i) An Officer who has lodged any complaint regarding sexual harassment shall not be unduly victimised or subjected to reprisal or retaliation.

Any form of victimisation, reprisal or retaliation shall lead to disciplinary action.

(ii) Retaliation may take the form of physical violence, threats, insults or blackmail against a complainant or witness.

55 10 PROMOTION POLICY 10.1 Policy statement The Commission shall maintain a transparent system of staff promotion.
10.2 Policy objectives (i) To provide for a systematic approach that guarantees equal opportunity to all Officers in the Service.

(ii) To provide for an objective, transparent and fair Staff promotion process.

(iii) To enable retention of efficient and effective Officers in the Service.

10.3 Categories of promotion 10.3.1 Normal promotion This shall refer to advancement to the next higher position after an Officer has served for a minimum of three years in his or her substantive position.
10.3.2 Accelerated promotion (i) An Officer found suitable for promotion to the next level before completing the three years in the substantive grade, may, on the recommendation of the Departmental Dissemination Team, be promoted to the next level or to a post more than one step in the promotion ladder and this shall be referred to as accelerated promotion.
(ii) An Officer shall be considered for accelerated promotion if he or she has the requisite job competencies provided there is no other qualified officer for the position or as a result of changes in the organisational structure.

10.4 General rules on promotion (i) Consideration of promotions shall be done on an annual basis.

56 (ii) Save for accelerated promotion, all promotions shall be preceded by internal advertisements and job interviews prior to appointment.
(iii) Promotion shall not be made as a matter of course but strictly on availability of a vacancy, merit and in accordance with the promotion policy.

(iv) Without prejudice to the generality of section 10.5.3(iv) of this policy, seniority shall be taken into account when considering Officers for promotion in the Service.

(v) Recommendation of an Officer for promotion based on seniority shall be made by the Head of Department and in case of a Head of Department, by the Deputy Clerk.
(vi) Where an Officer is recommended for promotion on the basis of seniority, he or she shall interface with a panel.

(vii) Seniority of employees in the same salary scale is be determined by the effective dates of appointment to their current office.

If the dates coincide in the case of appointment on promotion, seniority may be determined by the effective dates of their previous appointments.

If the dates of their previous appointments coincide, by their dates of birth.
If these coincide, by the alphabetical order of their surnames (viii) An Officer shall not be considered for promotion while on – a) Probation b) Study leave, if after promotion he or she shall not be in position to assume duty within one month, or c) Leave without pay (ix) An Officer who has served a maximum period of six years in his or her current grade without being promoted shall be subjected to a Performance Efficiency Audit in line with the Performance Management Guidelines.
57 (x) A Head of Department shall not arouse, in the mind of any of his or her Officers, hope of promotion.

(xi) A Head of Department shall not intimidate or dissuade an Officer from offering himself or herself for a promotional opportunity.

(xii) Where the Commission fails to attract suitable candidate(s) internally, the post may be advertised externally in the print media.
10.5 Procedure for promotion 10.5.1 Declaration of a vacancy (i) All vacant positions shall be declared by the Departmental Declaration Teams.

(ii) Departmental Declaration Teams shall submit a duly filled declaration form and minutes to the Department of Human Resource declaring positions to be advertised.

(iii) Where a vacancy is not declared for a period exceeding three years, the Head, Department of Human Resource shall use his or her discretion to declare the vacancy in consultation with the Clerk.
(iv) All interested Officers with requisite qualifications shall be eligible to apply to fill the vacant positions.

10.5.2 Advertising (i) All vacant posts shall be published on the Parliament notice board, intranet and any other mode of communication.

A minimum of 14 days will be allowed for Officers to respond to the advert.

(ii) Where an Officer is on leave or out of office on official duty, he or she may submit his or her application by electronic means to the Office of the Clerk.
(iii) The vacancy may be externally advertised where no suitable candidate is found within the Service.

58 10.5.3 Selection process (i) Officers recommended for promotion based on seniority shall interact with a panel.

(ii) Where vacancies are advertised, the selection process shall be in line with Section 2.5 of this Manual.

(iii) The interview process shall include a review of the Officer’s performance record and his or her appraisal rating shall contribute to the final score.
(iv) The Commission shall take into account the following factors when considering Officers for promotion in the Service: (f) Efficiency (g) Requisite qualifications (h) Experience (i) Sense of responsibility (j) Initiative (k) Leadership (l) Expression (m) Attitude towards work of the Service (n) Sense of public duty (o) General conduct 10.5.4 Notification of candidates Candidates shall be notified of the outcome of the promotion exercise within 10 working days after approval of the report by the Commission.
10.6 Appeal procedure (i) An Officer who is dissatisfied with any decision in the promotion process may appeal to the Clerk in writing within five working days of that decision.

(ii) Upon receipt of an appeal, the Clerk shall constitute an Appeals Committee to investigate the case and make recommendations.

(iii) A committee appointed for this purpose shall, upon interrogation of the appeal, produce a report within five working days.
59 (iv) A decision rendered under (iii) above shall be communicated to the appellant, in writing, within five working days.

(v) If not satisfied with the decision of the committee, a candidate may appeal to the Commission within five working days.

(vi) Where there is an appeal, no interviews shall be conducted in respect of that position until the appeal is disposed of.

60 11 STAFF EXIT POLICY 11.1 Policy statement The Commission shall ensure a fair and well managed system of leaving the Service.
11.2 Policy objective To provide for a fair and well managed system of Staff exit.

11.3 Definition of staff exit Staff exit shall refer to a process of Staff leaving the Service under the prescribed circumstances.

11.4 Forms of staff exit These shall include involuntary and voluntary exit.
(k) Involuntary exit (a) Termination of service (b) Redundancy (c) Mandatory retirement (d) Dismissal (e) Retirement in public interest (f) Death (g) End or expiry of contract (ii) Voluntary exit (a) Resignation (b) Abandonment (c) Early retirement (d) Retirement on marriage grounds 61 11.5 Definition of forms of involuntary exit 11.5.1 Termination of service The Commission reserves the right to terminate appointment.
Services of an Officer may be terminated either by giving him or her three months’ notice in writing or three months’ basic salary in lieu of notice.

11.5.2 Redundancy (i) An Officer shall be declared redundant if the Commission no longer requires his or her services as a result of job re-design, abolition of a post or office or department and or restructuring exercise.
(ii) When determining Staff for redundancy, the Commission shall consider the following: (a) Length of work in the Service (b) Efficiency on the job (c) General conduct (d) Performance (iii) The Commission shall constitute a committee to manage the process of declaring staff redundant.

The committee shall comprise of a representative from each affected department and the Head, Department of Human Resource.
(iv) Officers declared redundant shall be entitled to the following pay: (a) Severance pay; (b) Emoluments up to the end of the notice period; (c) All benefits, including pensions or gratuity, if he or she is eligible; (d) Notice or payment in lieu of notice.

11.5.3 Mandatory retirement (i) The mandatory retirement age shall be 60 years.

Officers due for retirement shall be notified at least 12 months before the due date.
62 (iii) When an Officer retires, he or she shall be entitled to pension, Certificate of Service, transport to his or her place of domicile and a gift equivalent to 2.5 percent of his or her monthly gross salary multiplied by the number of years served in the Parliamentary Service.
11.5.4 Retirement in public interest (i) This is where: (a) The Commission requires an Officer to relinquish his or her office as a disciplinary measure, which does not merit dismissal; (b) An Officer ceases to serve the Commission’s interests.

(ii) An Officer subject to retirement in public interest shall have a right to be heard.
(iii) Such an Officer shall be entitled to a period of notice, salary, authorised earned leave, transport back to his or her place of domicile and any earned benefits up to the period he or she was retired, except the Long Service Award and a gift.

11.5.5 Death of an Officer (i) Death of an Officer shall be reported immediately to the Department of Human Resource.

(ii) Upon death of an Officer, provisions of Regulation 68 of the Parliamentary Service (Staff) Regulations, 2018 shall apply.
11.5.6 Expiry of contract Contracts of service that have run their term shall, for all intents and purposes, be considered terminated.

63 11.6 Voluntary retirement 11.6.1 Resignation (i) An Officer who resigns his or her post shall give notice in line with Section 11.7 of this Manual.

(ii) An Officer who wishes to resign may only do so after his or her application to resign has been accepted and the effective date of retirement communicated to him or her.
(iii) A pensionable Officer who resigns from his or her job relinquishes all rights and privileges attached thereto save for accrued salary and benefits under the Parliamentary Pensions Act, 2007.

11.6.2 Abandonment (i) It is the responsibility of an Officer to inform his or her supervisor in writing about his or her absence from duty.

(ii) The Head of Department shall require an Officer who is absent from duty for 14 days to resume duty immediately with a written explanation for his or her absence.
(iii) In the absence of communication from the Officer and failure to resume duty within 30 days without reasonable cause, the Officer shall be deemed to have abandoned duty.

(iv) Where an Officer is deemed to have abandoned duty, the Head of Department shall, in writing, recommend that the Clerk immediately stops the salary.
(v) Where the Clerk receives a recommendation from a Head of Department in relation to abandonment of duty, he or she shall, upon satisfying himself or herself of the lack of reasonable cause, recommend to the Commission removal of the Officer from the Service on abandonment of duty.

64 (vi) An Officer who abandons duty shall, with the exception of pension, forfeit all rights and privileges attached to his or her office with effect from the date of abandonment.
11.6.3 Early retirement (i) This applies to an Officer who opts to retire from the Service prior to attaining the mandatory retirement age.

(ii) An Officer who opts for early retirement shall be eligible to receive his or her pension in line with the provisions of the Parliamentary Pensions Act, 2007 and any amendment thereto.
(iii) An Officer on early retirement shall be entitled to Certificate of Service, transport to his or her place of domicile and a gift equivalent to 2.5 per cent of his or her monthly gross salary multiplied by the number of years in service in Public Service.

11.7 Notice of leaving the Service (i) (ii) The notice referred to in this section shall be in writing.
The notice shall be given in line with 11.7(iv) below or payment in lieu of notice; (iii) The notice or payment in lieu of notice shall be given to the Commission or Officer in the following manner; (a) Where an Officer has worked for a period more than six months but less than one year, a notice of two weeks.

(b) Where an Officer has worked for a period more than 12 months but less than five years, a notice of one month.
(c) Where an Officer has worked for a period of five years but less than 10 years, a notice of two months.

(d) Where an Officer has worked for a period of 10 years or more, a notice of three months.

65 (iv) An Officer on probation shall be given 14 days’ notice or payment in lieu of notice.

(v) An Officer on contract may be given or may give notice in line with their contract terms.
(vi) For avoidance of doubt, notice shall accrue to the following forms of termination: (a) Dismissal with notice (b) Termination following a restructuring, laying-off, retrenchment, redundancy or abolition of office (c) Termination by Officer or resignation (d) Retirement in public interest (e) Early retirement 11.7.1 Severance pay (i) (ii) A severance package is paid to compensate an Officer for loss of a job.
Severance pay shall apply to Officers who have worked for a period of six months or more and have lost their job under the following circumstances: (a) An Officer declared redundant (b) An Officer who is unfairly dismissed by the employer (c) An Officer dies in the service of the employer and the death is not caused by him or herself or caused by circumstances beyond his or her control (d) Termination on medical grounds owing to physical incapacity not self-inflicted.
(iii) Circumstances under which severance pay shall not apply: (a) An Officer is dismissed summarily with justification (b) An Officer unreasonably dismissed refuses to accept an offer of re- employment at the same work place under no less favourable 66 terms and wages than he or she was previously entitled to immediately prior to dismissal (c) An Officer absconds from work (d) Where the contract terminated is probationary.
11.7.2 Computation of severance pay Severance pay shall be determined as follows: (a) Where an Officer has worked for a period of 10 years and above, he or she shall be paid an equivalent of one year’s salary.

(b) Where an Officer has worked for a period more than five years but less than 10 years, he or she shall be paid an equivalent of six months’ salary.

(c) Where an Officer has worked for less than five years, he or she shall be paid an equivalent of three months’ salary.
11.7.3 Hand Over (i) An Officer shall be required to hand over their duties or offices in writing when exiting the Service, proceeding on leave, upon being transferred, redeployed or following a promotion.
(ii) The following shall be the hand over procedure: (a) The Officer shall prepare and submit a hand over report giving a detailed statement regarding all matters affecting his or her duties and to note down particulars of any question likely to cause difficulty as well as any matter requiring special attention for the guidance of the Officer taking over.
(b) Where an Officer at the salary scale of PC1SE and above is leaving the service, he or she shall be required to submit a legacy report, which shall include: a personal profile, work experience, achievements, challenges, incomplete business, lessons learnt and next steps.

67 (c) All documents, tools or equipment, stores and other items the Officer may have possessed shall be formally handed over.

(d) An Officer leaving the Service shall be required to fill an Exit Form.
(e) Where an Officer has any outstanding debt with the institution, recoveries shall be made from his or her total package, excluding pension.
(f) Where an employee has left, it is found that the handover had not been formally and systematically done regarding the handover of the Commission’s property, documents, or other items, he or she may be recalled at his or her own expense to hand over (g) Where an out-going Officer is responsible for cash, furniture, stocks, or other property, the incoming Officer shall sign the inventory and books.
(h) An Officer will be held personally liable for any loss of the Commission’s property which cannot be traced owing to his or her failure to comply with the handover procedure 11.7.4 Certificate of Service (i) On leaving the employment of the Service, except in the case of dismissal, a Certificate of Service shall be awarded indicating: (a) The names and addresses of the Commission and Officer.

(b) The nature of the Commission’s business.


(c) The length of the Officer’s period of continuous service with the institution.

(d) The capacity in which the Officer was employed prior to leaving the Service.

(ii) The certificate referred to in sub-regulation (i) shall not contain any judgment on or evaluation of the Officer’s work but where it is 68 requested by the Officer, the Commission may provide it in a separate document.
11.7.5 Exit interview The Department of Human Resource shall conduct an exit interview with an Officer to explain the procedure for leaving the Service and to clarify to the Officer any terminal benefits that may be due to him or her.

In case of resignation, the reason for resignation may be recorded, if necessary.
69 12 MISCELLANEOUS PROVISION 12.1 Treatment abroad (i) Where an Officer falls sick and there are no facilities in Uganda either to diagnose the disease or for its proper treatment, on the recommendation of the Parliamentary Commission Medical Board, the employee shall be sent for treatment abroad at the Commission’s expense.

(ii) The Parliamentary Commission Medical Board shall be constituted by the Commission and shall report to the appointing authority.
12.1.1 Composition of the Parliamentary Commission Medical Board (i) The Board shall comprise, at the minimum, six members and a chairperson who shall be a Commissioner.

(ii) The other members shall include the Director, Human Resource, the Parliamentary Medical Officer who shall be the Secretary, a representative of the Medical Association of Uganda and three Members of Parliament.
(iii) Two of the Members of Parliament shall be representatives of the Party in Government and the Opposition both nominated by the respective Party Whips.

(iv) The third Member of Parliament shall be from among the Independent Members and shall be nominated by the Speaker of Parliament.

(v) The Board shall co-opt, at a minimum, two specialists depending on a case by case basis.
12.1.2 Functions of the Parliamentary Commission Medical Board (i) To review referrals to seek treatment abroad at the expense of the Parliamentary Commission.

70 (ii) To consider proposals to retire on medical grounds.

(iii) To review workman’s compensation claims.

(iv) To consider and approve medical claims not covered by or that exceed the limit set by medical insurance and where they exceed Uganda shillings 6 million.
12.2 Transfer and deployment Heads of Department in the Administrative cadre shall be transferable/ redeployed to any office/department at the same level.

71 APPENDICES 72 LETTER OF OFFER OF APPOINTMENT ON PROBATION PSF 2(a) Date: …………………………………….

Mr./Ms./Mrs.

…………………………….

Address: .…………………………………………… Dear Sir/Madam, I am pleased to inform you that the Parliamentary Commission under Minute No.

PC: ……….. has directed that you be offered appointment as ……………….

in the Parliamentary Service.

2.


The appointment is subject to the Constitution of the Republic of Uganda, Government Standing Orders, the Administration of Parliament Act, Cap 257, the Parliamentary Pensions Act, 2007, the Parliamentary Service (Staff) Regulations, 20… and other Public Service administrative instructions issued from time to time.

3.

In addition, your appointment will include the following terms and conditions of service:- a) Salary Scale PC… b) Starting Salary (Gross) Shs.
………….. per month c) Effective date of appointment …………………………… d) Probation period: Six (6) months; subject to satisfactory completion of the stated period, you will be confirmed into the Permanent and Pensionable establishment.

4.

If you are prepared to accept this offer of appointment on the above terms and conditions of service, please inform me in writing within 14 days.

5.
5.

Your personal particulars should be provided on the attached Personal Record Form, the Medical Form duly filled by a Registered Medical Officer, Bank Details Form; and returned together with your letter of acceptance.

Yours faithfully, CLERK TO PARLIAMENT 73 LETTER OF APPOINTMENT ON PROMOTION Ref: …………………………….

Date: …………………………………….

Mr./Ms./Mrs.

…………………………….

…………………………………………… PSF 2(b) I am pleased to inform you that the Parliamentary Commission under MIN.

PC.
PC.

……………has directed that you be offered appointment on promotion as ………………………….. in the Parliamentary Service.

2.

The appointment will remain subject to the Constitution of the Republic of Uganda, Government Standing Orders, the Administration of Parliament Act, Cap 257, the Parliamentary Pensions Act, 2007, the Parliamentary Service (Staff) Regulations, 2001 and other Public Service administrative instructions issued from time to time.

3.
3.

In addition, your appointment will include the following terms and condition of service:- a) Salary Scale PC…… b) Starting Salary (Gross) Shs.

…………….

per month c) Effective date of Promotion ……………………….. 4.

If you are prepared to accept this offer of appointment on the above terms and conditions of service, please inform me in writing.

May I take this opportunity to congratulate you upon your achievement.
Yours faithfully, CLERK TO PARLIAMENT 74 LETTER OF APPOINTMENT OF AN OFFICER ON CONTRACT PSF 2(c) Date:………………………………………………………….

Mr./Mr./Mrs………………………………………………….

Address: …………………………………………………….. Dear Sir/Madam APPOINTMENT ON CONTRACT I am pleased to inform you that the Parliamentary Commission under Minute No.

PC:………… has directed that you be offered appointment on contract as a …………… in the ……………………………….

2.
2.

The appointment is subject to the Constitution of the Republic of Uganda, Government Standing Orders, the Administration of Parliament Act, Cap 257, the NSSF Act, 2013, the Parliamentary Service (Staff) Regulations, 2001 and other Public Service administrative instructions issued from time to time.

3.
3.

In addition, your appointment will include the following terms and condition of service:- a) The appointment will be for a period of 2 1/2 years, renewable upon satisfactory performance Salary Scale PC………….

b) Starting Salary (Gross) Shs.


…………………….. per month c) Effective date of appointment ……………………………………… d) Duration: w.e.f ……………………….. Thirty(30) months to …………………………………… e) Subject to satisfactory completion of the stated period of contract, you will be paid a terminal gratuity of 25% of your annual salary.

4.

Your personal particulars should be provided on the attached personal record form and returned together with your letter of acceptance, the medical form and bank account details.

5.
5.

If you are prepared to accept this offer of appointment on the above terms and conditions of service, please inform me in writing within 14 days.

Yours faithfully, CLERK TO PARLIAMENT 75 LETTER OF APPOINTMENT ON TEMPORARY TERMS PSF 2(d) Ref: ……………………………………… Date: …………………………………….

Mr./Ms./Mrs.

…………………………….

…………………………………………… …………………………………………… You have been offered a Temporary Appointment as a __________________ and attached to ________________ office.
Your appointment is subject to approval by the Parliamentary Commission.

Your temporary appointment does not attract any benefits and may be reviewed as and when it is deemed necessary by the Appointment Authority.

You shall receive a daily lunch and transport allowance of Shs._________/= per day until your appointment is formalised by the Parliamentary Service Commission.
________________________ For: CLERK TO PARLIAMENT 76 THE REPUBLIC OF UGANDA THE PARLIAMENTARY COMMISSION PSF 2(e) EMPLOYMENT CONTRACT THIS AGREEMENT MADE THIS …………… day of …………………… Two Thousand BETWEEN THE PARLIAMENTARY COMMISSION, represented by the Clerk to Parliament of P.O.

Box 7178, KAMPALA (hereinafter referred to as ―the Commission‖) of the one part.

AND Dr/Mr/Mrs/Ms ………………………………….

of P.O.

Box ……………….. (herein referred to as ―Employee‖) of the other part.
WHEREAS the Commission was established by the Administration of Parliament Act 6, 1997 Section 3 thereof, AND WHEREAS Section 9 of the Administration of Parliament Act, 1997 provides for the establishment of the Parliamentary Service AND WHEREAS the Commission, in accordance with S.7(a) of the Administration of Parliament Act 1997 wishes to obtain and engage the services of the employee on the terms and conditions hereinafter set forth, AND WHEREAS the Employee is ready and willing to accept this engagement with the Commission on terms and conditions hereunder:- WHEREFORE IT IS HEREBY AGREED as follows: - INTERPRETATION 1.
(a) Save where expressly provided in this agreement, the provisions of the Staff Regulations form an integral part of this contract.

77 (b) Staff Regulations means ―The Parliamentary Service (Staff) Regulations, replacing and/or amending those regulations 1998 or any staff regulations.

(c) Where the provisions of the Employment Contract and the provisions of the Staff Regulations on corresponding clauses conflict, the provisions of this Employment Contract shall prevail.

EMPLOYMENT AND DUTIES 1.

2.


The Commission HEREBY engages the employee as ………………… for the duration and subject to the terms and conditions contained hereinafter.

The duties of the employee shall include usual duties of the position to which he/she is appointed as Annexture ―A‖ and other duties related to his/her qualifications and experience which the Commission may call upon him/her to perform.

3.
3.

The employee shall carry out this assignment with the highest standards of professional and ethical competence and integrity.

REMUNERATION 4.

5.

6.

In consideration of the service rendered by the employee under the terms of this Contract, the Commission shall pay a package of Uganda Shillings ………………………………………………….

(Ug.Shs………………../= gross per month which shall include: - (i) Salary; and (ii) Such other allowances and entitlements stipulated in the Staff Regulations.
On first engagement full package shall be paid from the date on which the employee assumed the duties of the post.

Increments of salary, if any, shall be computed annually from the first day of the month in which the employee takes up his/her appointment in accordance with the provisions of the Staff Regulations.

DURATION OF CONTRACT 7.

The Contract shall be for a period of ……….

years commencing on the ………………… of two thousand to the …….

day of ……………….

two thousand and …………………… 78 8.

9.


The duration of the contract may be renewed for such period as the parties to this contract may agree upon.

At some time not less than six months before the expiration of the current contract, both parties should confirm whether they are prepared to renew the contract or not.

The term of engagement of the employee shall be deemed to be completed on the day following the expiration of any earned leave commenced immediately following the last day of service.
MODIFICATION OF CONTRACT 10.

Modification of the terms and conditions of this contract, including any change in the scope of the services, may only be made by written agreement between the parties.

The party receiving Notification of Modification shall reply within thirty days from the date of the notice.

DISCIPLINE 11.

12.
DISCIPLINE 11.

12.

Save as may otherwise be provided, the employee shall be subject to the disciplinary provisions as contained in the Staff Regulations and any regulations that may be made thereafter.
If the employee shall at any time neglect or refuse or for any cause become unable to perform any of his duties or to comply with any order by the Administration of the Commission or shall improperly disclose any information respecting the affairs of the Commission to any unauthorised person or shall conduct himself in any manner contrary to the terms and conditions of service of the Commission, the Commission may terminate this contract forthwith and thereupon all rights and advantages reserved to him by this contract shall cease.
TERMINATION 13.

The Commission may at any time terminate this contract on giving the employee three months’ salary in lieu of notice, and in either case, furnishing him/her with transport back to his home.

Nothing in this agreement shall be interpreted to mean that the Commission cannot terminate this contract if the employee commits a criminal offence or an offence that discredits the image of the Commission.

14.
14.

The employee may, at any time after the expiration of the three months from the date of the commencement of his/her service terminate this contract on giving the Commission three months’ notice in writing or on 79 15.

16. paying to the Commission one months’ salary in lieu of notice.

He/shall then not be entitled to free transport back to his home.
If the employee terminates this contract otherwise than in accordance with this agreement, he/she shall not be entitled to a gratuity under clause 18 of this contract.

The Commission will not be responsible for any loss, injury or death of the employee during the period of this contract except those which may rise as a result of the performance of his/her duties under this contract and which are not the result of his/her negligence.
In the event of death, the employee’s designated beneficiary will be awarded the actual amount of money in accordance with the Staff Regulations.

GRATUITY 18.

(a) The employee shall be entitled to receive gratuity at the end of each period of service or, if paid leave of absence is granted immediately following the conclusion of such leave, in accordance with and subject to the other provisions of the clause.
(b) The rate of gratuity shall be 25% of the basic salary paid to the employee during the contract period including (if any) leave of absence.

(c) Where this contract is terminated before the end of a period of service in circumstances which entitle the employee or his personal representative to a gratuity under this clause or under clause 17 of this contract, the expression ―period of service‖ in this clause shall be construed as meaning so much of the period of service as has been completed.

19.
(a) Where an employee dies during his terms of service, then: - (i) (ii) If the Commission is satisfied that he/she is survived by widow or dependant children, no gratuity shall be payable under clause 18 of this agreement but the Commission shall pay to or for the benefit of the widow or children, as the case may be, a death gratuity consisting of a sum equal to the annual salary of the employee at the rate payable immediately before his death; and In any other case, the Commission shall pay to his personal representative for the benefit of his/her estate a death gratuity calculated in accordance with clause 18 of the contract if this contract had ended the day following the date of his death.
IN WITNESS WHEREOF, the parties hereto have executed this contract on the day and year first above mentioned.

80 Signed by the Clerk to Parliament)………………………………………………… For and on behalf of the Commission ) ) In the presence of: ) ……………………………………………….

Signed by the said: …………………………………………………………… 81 LETTER APPOINTING AN OFFICER IN AN ACTING POSITION PSF 2(f) Ref.

………………………..
………………………..

Date: …………………….. To: ………………………… APPOINTMENT AS ____________________________________________________ I am pleased to inform you that you have been appointed to act as …….

…………….

on the following terms:- 1.

The Acting Appointment shall be for a period of six (6) months until you either revert to your substantive appointment, or you are appointed substantively to the post in which you have been appointed to act.

2.

Your Acting appointment is with effect from 21st January 2019.

3.
3.

The Acting appointment is non-pensionable.

4.

You shall receive an acting allowance representing the difference between your substantive salary and salary attached to the office in which you are appointed to act.

Please, inform me in writing if you are prepared to accept the acting appointment on the stated terms and conditions of service.

Yours faithfully, ______________________ CLERK TO PARLIAMENT 82 LETTER CONFIRMING AN OFFICER IN HIS/HER APPOINTMENT PSF 2(g) Date: …………………………………….
Ref: …………………………………….. Mr./Ms./Mrs.

…………………………….

Address: …………………………………………… Dear Sir/Madam, CONFIRMATION IN APPOINTMENT I am pleased to inform you that following successful completion of your probationary period, the Parliamentary Commission vide Min.

PC.

………….

directed that you be confirmed in your appointment as ……………, Salary Scale PC………, in the Parliamentary Service.

You are consequently affirmed establishment with effect from the date of your appointment.
to the Permanent and Pensionable Yours faithfully, CLERK TO PARLIAMENT PC MIN.

NO.

__________ 83 Confidential PSF 2(h) PARLIAMENTARY SERVICE MEDICAL EXAMINATION FORM Ref: ………………………… Date: …………………………………………….

PART I To : Medical Officer Please examine ……………………… for appointment as ……………………… in the Parliamentary Service :……………………………………….
FOR: CLERK TO PARLIAMENT PART II Date………………….......... To: Clerk to Parliament, Parliament of Uganda I have examined the person named in Part I above and consider that he/she Is medically fit Is not medically fit For appointment Name of Medical Officer ……………………………….. Signature……………………………………Date……………………………………….…… ……… 84 PARLIAMENTARY SERVICE EMPLOYEE DATA CAPTURE SHEET (FOR NEW „ENTRY‟ STAFF) PSF 2(i) 1.
PERSONAL INFORMATION 1.1 Surname 1.2 Middle Name 1.3 First Name 1.4 Date of Birth DAY MONTH (in full) YEAR: SEX/GEND ER NO.

OF CHILDREN 2.

KIN DETAILS NEXT OF KIN (1ST PERSON) NEXT OF KIN (2ND PERSON) 1.6 Marital Status 1.7 District of Origin 2.1 Name 2.2 Physical Location 2.3 Phone Number 2.4 Relationship 2.5 Name 2.6 Physical Location 2.7 Phone Number 2.8 Relationship 85 3.
ADDRESSES RESIDENTIAL HOME/VILLAGE WORK PLACE/OFFICE 3.1 3.1.1 Plot/House No./Estate 3.1.2 Road/Avenue 3.1.3 Lc1/Zone 3.1.4 AREA (e.g Bugolobi, Kireka) 3.1.5 Division (e.g Nakawa) 3.1.6 District (e.g Wakiso) 3.2 3.2.1 Village 3.2.2 Parish 3.2.3 Sub-County 3.2.4 County 3.2.5 District 3.3 3.3.1 Job Title 3.3.2 Department 3.3.4 Mobile No.

(Yours) 86 4.

Work History JOB TITLE INSTITUTION JOB TENURE FROM TO 5.
Academic History (starting with most recent) NAME OF QUALIFICATION AWARDING INSTITUTION COMPLETION YEAR 6.

Trainings NAME OF TRAINING COURSE AWARDING /HOSTING INSTITUTION Duration (days, weeks, months) 1 7.

Extracurricular Activities HOBBIES & INTERESTS: TALENT s, voluntary activities etc 8.
Referee Details DETAILS 1ST REFEREE 2ND REFEREE Name: Title And Institution Mobile Phone No: Email: Signature:…………………………………………………………………………… Date:……………………… 2 NEXT-OF-KIN FORM (UPDATE FORM) PSF 2(j) (This form should be completed in duplicate and in BLOCK capitals or typed).

Name of officer (in full) …………………………………………………………… Next-of-kin: Name ………………………………………………………………….

Address/Phone no.………………………………………………….

Relationship ………………………………………………………….


Name ………………………………………………………………… Address/Phone no………………………………………………….

Relationship ………………………………………………………….

Person to contact in case of emergency (if different from any of the above) Name…………………………………………………………………..

Contact address…………………………………………………… Signature of Officer………………………………..

Date ……………………….
Date ……………………….

(This form to be pasted on the inside cover of the officer’s personal confidential file in the Ministry of Public Service and Cabinet Affairs and the officer’s parent Ministry/Department).
___________________________________*Delete applicable whichever is not 3 BANK DETAILS FORM FOR NEW STAFF PSF 2(k) To: Clerk to Parliament I, the undersigned, do hereby request you to pay all sums of money now due or which may hereafter become due to me: Bank………………………………………………………………………………… Branch………………………………………………………………………….….. Account Name…………………………………………………………………….. A/C No…………………………………………………………..………………….
My Tax Identification Number (Tin), NSSF Number and National ID Number (NIN) are: TIN: NSSF1: NIN ( Please attach a copy of your National ID) Signed Name (block letters)…………………………………………………………………… Signature:…………………………………………………………………………… Date……………………………………………… 1To be filled by contract staff only PSF 2(l) 4 THE REPUBLIC OF UGANDA PARLIAMENTARY SERVICE OFFICIAL OATH I,…………………………… swear that I will at all times well and truly serve the Republic of Uganda in the office of ……………………….. and that I will observe, support and uphold the Constitution.
So help me God.

………………………………………….. Signature of Declarant SWORN before me at ………………….

this …….. day of …………………….


….………………………………….. Signature of person authorised to administer Oath OATH OF SECRECY I, ……………………………………., swear that I will not directly or indirectly communicate or reveal any matter to any person which shall be brought under my consideration or shall come to my knowledge in the discharge of my duties except as may be required for the discharge of my official duties or as may be specially permitted by the President.

So help me God.
So help me God.

………………………………… Signature of Declarant SWORN before me at ……………… this ……….. day of …………………… ……………………………………... Signature of person authorised to administer Oath.

NOTE: This form should be signed by all Parliamentary Staff and witnessed by the officer authorised to administer Official Oath and the Oath of Secrecy in accordance with Parliamentary Regulations.
5 PSF 3(a) PARLIAMENTARY COMMISSION STAFF DEVELOPMENT/TRAINING REQUEST FORM (To be filled in triplicate: See note on pg.2) Section 1: Personal Details (a) Name of Officer…………………………………………………… (b) Designation………………………………………………………... (c) Salary Scale ……………………………………………………….. (d) Department………………………………………………………… Section 2: Academic and Professional Qualification S/N o.
Award (Degree/Diploma/Certifi cate Institution Year of Award 2.1 Short courses/Workshops/Seminars/In-house Training (including attachments and exchange programmes, critical to your career attended during the last 2 years) S/No.

Award Institution Year of Award Section 3: Details of Training Requested for.

(a) Course (b) title…………………………………………………………………… Type of training (tick which is appropriate) Individual Group training (c) Duration …………………………………………………………………….
(d) Training Institution………………………………………………………….

1 (e) What do you hope to gain from the course ……………………………………………………………………………… ……………………………………………………………………………… …… Section 4 Source of Funding Personal source Department CPS Others.

(Specify)……………………………………………………………………………… ……………………………… Section 5.

Signature ……………… Name ……………………………………….Date ………….. ………………………….
Section 6: Recommendation by Head of Section/Head of Division (as applicable) ………………………………………………………………………………………… ………………………………………………………………………………………… ………………………………………………………………………………………… Signature …………Name:…………………….Date …………………………… Section 7: Recommendation by Head of Department/Deputy Clerk (as applicable) ………………………………………………………………………………………… ………………………………………………… ………………………………………………………………………………………… …………………………………………………… ………………………………………………………………………………………… …………………………………………………… Signature ………………………Name:……………………………………………Date …………………………………………… Section 8: Verification and Recommendations by Director Human Resource 2 Comments…………………………………………………………………………… ………………………………………………………………………………………… ………………………………………………………………………………………… Signature………………………Name……………………….Date ……………… Section 9: For Activity under PSIDP Comments by Director, CPS: ………………………………………………………………………………………… …………………………………………………… ………………………………………………………………………………………… ………………………………………………….. Signature ………………………… Name ………………………………………….
…………… Date ……………………..

Section 10: Authorization by the Clerk to parliament ………………………………………………………………………………………… ………………………………………………….. ………………………………………………………………………………………… ………………………………………………….. Signature ………………………… Name ………………………………………….

…………… Date ………………………..

Note: At the end of the process, the copies will be filed as follows.
- CPS Human Resource - Parent department- 1 copy 1 copy (for the applicant’s file) 1 copy 3 PSF 3(b) PARLIAMENTARY SERVICE BOND AGREEMENT BETWEEN …………………………………………….. AND ……………………………………………… scholarship by ……………………… Know all men by these present that ………………………….

has been awarded in …………………….

and under the terms of the said scholarship is required to enter the conditions set out herein below and which said conditions and rules shall form an integral part of this agreement.
training for The conditions referred to above are as follows: 1.
The person to whom the scholar ship is awarded shall be required: - (a) To complete the course for which the scholarship has been awarded and follow the rules as may hereafter be made whether by way of amendment or otherwise by the Permanent Secretary of the relevant Ministry or other person or committee of persons so appointed/nominated by him in that behalf governing the award of scholarship tenable in Uganda and; (b) On completion of to return training to his/her Ministry/Department and resume working in the capacity for which his course of instruction was adjudged by the Permanent Secretary of the relevant Ministry/Department or other person or committee of persons so appointed, and to continue in that service for a period not less than 3 years.
that the Permanent Provided secretary/Head of Department or such committee of persons so appointed shall have power to release him from such obligation at any time before the expiration of the above period of 3 4 years as though fit, but in the event of a breach of any or all the above conditions the bond shall remain in full force and effect.

supersession 2.

This scholarship is sponsored by ………………………………………… 3.

The training course commences on the …….

day of …………….

of ……….


the on and ………………………………………………………….

ends day I, …………………………………………….. hereby declare in the presence of ……………………………….. that the scholarship awarded to me shall be governed by these rules and that in the event of a breach by me of any of the above rules my scholarship shall be suspended or terminated forthwith and I shall be called upon to pay the equivalent of the expenses incurred to sponsor me for the said training, within 6 months, take appropriate legal action.
the Government of Uganda shall failing which SIGNED by the said: ……………………………….)

) ) ) this …….. day of …………..

In the presence of ………………………………… SIGNED by………………...) ) ) this …… day of …………….

………………………………… OBLIGATOR ………………………………… CLERK TO PARLIAMENT In the presence of ………………………………… 5 PSF 4(a) PARLIAMENTARY SERVICE LEAVE FORM SECTION I: NOTE: To be completed in duplicate by locally engaged Officers.
To be addressed to the Clerk to Parliament To:……………………………………………………………………………………… Thru…………………………………………………………………………………… Thru: ………………………………………………………………………………… Name:……………………………………………………………………………… Present Salary Scale: ……………...........

Designation:……………….

Leave applied for: …………………... days from ……………… to……… Rate of leave entitlement: …………... days p.m.
Date of present entitlement or last resumed duty:………………………… Leave Address: ………………………………………………………………… Date: ………………………………… ……………………………… Signature of Officer SECTION II: Department To be completed by the Human Resource COMPUTATION OF LEAVE Leave due in (Year): Less leave taken Balance DAYS _________ _________ __________ LEAVE AS COMPUTED ABOVE RECOMMENDED/APPROVED.

This application is in accordance with the leave roster.
Computation checked and leave recorded by: ______________________________ Date: _________________ _____________________ HEAD OF SECTION SECTION III: To be signed by Head of Department ________________ ___________________ To: leave from: ________________ Approved/Not Approved (Reason for not approving must be given).

Date: __________________________ _____________ to Your application for is ______________________ Clerk to Parliament/Secretary Parliamentary Service Commission.
6 DIRECTORATE: ……………………………… DEPARTMENT: …………………………………………………………………….. DEPARTMENTAL PERFORMANCE MANAGEMENT PLAN PSF 7(a) CORPORATE AFFAIRS DIRECTORATE Functions of the Department Goal of the Department Key Result Areas Planned Objectives Expected Outputs Key activities to be performed To be completed by when Performance standards Performance indicators Approved by Deputy Clerk, ………………………………………… Name…………………………… Signature…………………………….Date……………… INDIVIDUAL PERFORMANCE PLAN NAME DEPARTMENT SECTION/UNIT SALARY SCALE JOB TITLE Part 1: What to achieve and how S,No Objectives Key tasks Planned Outputs Performance standards Performan ce indicators Part 2: What necessary activities to carry out under each key task and when Task: Activities Estimated duration Start AGREEMENT Signed by Employee …………………………… Signature…………………………….Date……………… Witnessed bySupervisor: Designation ………………………… Signature ………………………………………….
Date …………………………….Date……………… 8 PARLIAMENTARY COMMISSION EMPLOYEE REQUEST FORM PSF 11(a) POST SCALE APPROV FILLED VAC Internal External Dissemination Team’s choice (insert comment) e.g.

Immediate fill, retain for career growth, any explanation ICT DEPARTMENT PROMOTIONAL POSTS RECOMMENDATION (FY 2015/16, October-December, 2015) Principal IT/ICT Officer PC 2 Asst.

Telephone Operator PC 5 2 3 0 2 2 1 Not applicable A.

Dissemination Team: Met and agreed on (Date):…………………………………… 1.
Name & Title:………………………………………………………………………………….Signature:…………………………………………………… 2.

Name& Title:………………………………………………………………………………..Signature:……………………………………………….…… 3.

Name& Title:………………………………………………………………………………..Signature:………………………………………………….… 4.

Name& Title:………………………………………………………………………………..Signature:……………………………………………….…… A.

Received in HRD on (Date)………………………By (Name & Title)……………………………….…………..………Signature……….…………… RECOMMENDATION FOR PROMOTION PSF 11(b) ………………………………………………………………….. Department 1.
Vacancy: ………………………………………………………..………….

(if in a non-pensionable post this should be stated) 2.

Cause of Vacancy: ……………………………………………………….. 3.

Approved salary or salary scale of post: …………………………….… 2.

Head and item number of post in current estimates: ……………………………………………………………………………………… 3.

Full list of duties of post: ……………………………………………………………………………………… ……………………………………………………………………………………… ……………………………………………………………………………………… 4.
Qualifications required in post: ……………………………………………… ………………………………………………………………………………………….. ………………………………………………………………………………………….. 5.

Recommendation of Head of Department with full supporting details of service of officer(s) recommended and grounds for promotion.

(This should be continued on a separate sheet if this space is inadequate.

…………………………………………………………………………………..……… ………….…………………………………………………………………………...….
………………………… Head of Department NOTE: If the recommendation involves the supersession of any officer, full reasons for this in respect of each officer to be superseded should be given in a memorandum attached to this recommendation.

This form should be completed in Duplicate.


PSF 11(f) PARLIAMENTRY SERVICE EXIT INTERVIEW FORM PAYROLL: ____________________________ NAME: ____________________________ SECTION: ____________________________ DEPARTMENT: ____________________________ SALARY GRADE: ____________________________ Indicate the reasons why the Employee wants to leave the Service.

1.

(i) (ii) (iii) (iv) (v) (vi) 2.

What does the Employee intend to do upon leaving the Service?
_______________________________________________________________ 3.

If joining another organisation, confirm the new terms and compare with what the Staff has been earning?
 Basic Salary: _____________________________________________  Allowances: _____________________________________________  Loans: _____________________________________________ House 11 Car Loan Others (specify)  Medical: _____________________________________________  Insurance: _____________________________________________  Pension: _____________________________________________  Contract: _____________________________________________ 4.
What specific things does the staff think the Service should do differently?

______________________________________________________________ ______________________________________________________________ 5.

What are the positive things that the staff thinks other staff/the public enjoy/appearance?
______________________________________________________________ ______________________________________________________________ Interviewer: _________________________ Date: ____________________ For: CLERK TO PARLIAMENT (Signed) c.c.

Head of Department c.c.

Head of Human Resource 12 PSF 11(g) PART I – PARLIAMENTARY SERVICE EXIT FORM 1.

2.

3.

4.

5.

6.
2.

3.

4.

5.

6.

Name Designation Salary Scale Dept./Section Date of Leaving : : : : : _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________ Reasons for Leaving: _______________________________________ PART II – OFFICER RESPONSIBLE FOR OFFICE ADMINISTRATION 7.

Items Handed Over 1.

2.

3.

4.

Keys Office Equipment Office Furniture Staff ID Card/Tag 5.
Others PART III – OFFICER RESPONSIBLE FOR ACCOUNTS 6.

Outstanding loans/advances __________________________________ 7.

Hire purchase scheme _________________________________________ 8.

Hand-over report made, _________ submitted, copy to Head of 9.

Department, Clerk to Parliament and Head of Human Resource.

10.

Issuance of clearance certificate by SAA _________________________ 13